What is CMMS Software? (Definition, Importance, Features) 

One of the most important responsibilities of a facilities manager is to effectively use various technologies to ensure that all of the facilities under their control operate at peak performance levels. Without a doubt, technology is the key to facilities management. 

When you have the right tech solutions, this essential work of facilities management is simpler, easier, more accurate, and cheaper. The wrong technology tools, however? They can make the job nearly impossible to do well. 

Many facilities managers think of their CMMS platform as the nervous system of their operations. It supports the entire system, relaying messages effectively across all parts of the organization. It senses and interprets problems quickly, before things turn catastrophic. A complex and sophisticated CMMS can make all the difference in your operations! 

Piecing together facilities management technology tools to try to keep your facilities up and running is a poor strategy that will eventually fall apart on you. Choose a strong, flexible, and sophisticated CMMS to bring everything together in a way that keeps costs low and facilities running. 

Check out our guide: 10 Things to Consider When Evaluating CMMS Software

What is a CMMS, and what does it stand for?

A Computerized Maintenance Management System (CMMS) is a software platform that centralizes and automates maintenance operations for an organization's physical assets and infrastructure. 

Think of CMMS software as a digital hub where facilities managers track equipment, schedule work orders, manage inventory, and document all maintenance activities in real-time. 

CMMS platforms function by maintaining multiple databases and systems. These include: 

• Asset information and maintenance histories
• Work order tracking and scheduling
• Preventive maintenance programs
• Vendor and contractor details
• Compliance documentation
• Reporting and analytics capabilities 

CMMS software fits comfortably within the broader category of Facilities Management Software (FMS). FMS covers overall facilities operations, including space management and occupancy planning. Your CMMS, on the other hand, is focused specifically on maintenance operations and equipment/asset management. 

Today, many facilities use integrated solutions that blend FMS and CMMS capabilities into one interface.

Why is CMMS software important for modern maintenance and facilities teams?

Let’s rewind to facilities management before CMMS software was readily available. 

In a pre-digital world, innovative facilities management professionals came up with creative solutions to the challenges of running their facilities. Unfortunately, these solutions were limited by the lack of technologies available to us today. There were plentiful opportunities for human error, redundant work orders, confusing instructions, lack of follow-through, and gut-based decisions instead of data-driven ones. 

The development of digital tools helped to fix some of these problems, but there was often a different solution for each issue. This meant you might have one facilities management software tool for work orders, another for asset management, a totally different platform for compliance issues, and still another for maintenance history. 

Today’s modern maintenance and facilities teams need to move beyond this mishmash approach to facility maintenance management. Organizations that are still using a combination of paper-based systems, spreadsheets, and siloed technology solutions face challenges that directly impact their bottom line.

Without effective CMMS solutions, facilities managers struggle with:

• Lost work orders and miscommunications
• Delayed repairs leading to extended equipment downtime
• Inefficient vendor management and coordination
• Missing or incomplete maintenance history records
• Increased compliance risks and potential penalties
• Time-consuming paper-based systems and manual data entry
• Inability to track performance metrics and identify improvement opportunities 

These challenges add up to a significant financial impact.  For example, emergency repairs typically cost more than preventive maintenance, and miscommunication almost always leads to financial losses. Increased equipment downtime is expensive, not just because of the repairs, but because of income lost due to closures or unpleasant customer experiences.

Modern facilities management software puts all of your facility maintenance tasks into one convenient location. Although legacy CMMS systems were somewhat clunky and inflexible, today’s CMMS software options are flexible and specialized to your unique operational needs. 

What are the core features of a CMMS?

Modern CMMS platforms offer a comprehensive set of features that enable effective maintenance management across even the most complex organizations. Facilities managers may choose to use some or all of these core features, but when used together, the combined effect has a powerful impact on your operations---and your bottom line. 

Work Order Management

Work Order Management (WOM) is a key functionality of any CMMS. This part of the facilities management software handles the complete lifecycle of work orders, from their creation to fulfillment. This includes: 

• Automating workflows
• Implementing intelligent dispatch methods
• Tracking tasks from start to finish

Because this core capability is at the heart of a strong CMMS, this is often the first change that facilities managers experience when they make the switch. Going from a burdensome paper or spreadsheet approach to an automated and perfectly controlled approach to work orders is a game changer! 

Asset Management

Everybody in facilities management knows that longer-lasting assets save money in the long run. The challenge, of course, is keeping all assets in a multi-site organization running for as long as possible. This doesn’t mean forcing old, crumbling machines to keep working even though they’re long past their prime. It means using intentional and innovative asset management strategies to keep equipment in top form for as long as possible. 

Effective CMMS solutions provide tools to optimize the lifecycle and performance of all equipment by:

• Documenting equipment specifications and warranty information
• Tracking maintenance history and repair costs
• Supporting informed repair vs. replace decisions
• Extending asset lifespan through preventive maintenance 

Preventive Maintenance

Let’s expand on that last point: extending asset lifespan through preventive maintenance. 

A bygone method of asset management is the “ignore it til there’s a problem” approach. If you have ever worked in a facility that uses this method, you know how frustrating it can be to constantly chase down problems and respond to emergencies. 

Emergency repairs almost always cost more than preventive maintenance, especially if the lack of preventive care leads to an irreparable breakdown that requires replacement. 

CMMS software allows you to create "Set and forget" preventive maintenance programs for different classes of assets. By setting up rules and parameters for each piece of equipment, you can automate the scheduling of preventive maintenance tasks. Automatically generated work orders for preventive maintenance lead to reduced downtime and extended equipment lifespans. It’s a phenomenal way to optimize maintenance costs! 

Vendor Management

CMMS software can transition vendor management from a massive, time-consuming task to an automated, easy-to-track, and consistent process. 

Comprehensive CMMS software manages relationships with service providers through:

• Tracking vendor contact information and insurance documents
• Monitoring performance metrics and SLAs
• Managing rate tables and compliance documentation
• Providing vendor scorecards for performance evaluation 

Reporting and Analytics 

Data-driven decision-making is possible when you have these robust data and reporting features as part of your facilities management software:

• Custom dashboards for monitoring KPIs
• Real-time analytics on maintenance costs and asset performance
• Trend analysis for identifying patterns and improvement opportunities
• Budget tracking and financial reporting 

Mobile Access

Today’s facilities team members rarely work in one place all day, every day. Rather, they are in the field, moving from one facility to the next. On any given day, large organizations have both internal teams and third-party vendors in action, addressing routine and emergency maintenance needs. 

That’s why a modern CMMS must be designed for mobility.

 Modern CMMS solutions prioritize mobile-first designs with:

• Field technician access to real-time work order information
• Ability to update status and document issues from any location
• Photo documentation capabilities
• Offline functionality for uninterrupted service 

Who uses CMMS software, and in what industries?

CMMS software serves a wide range of users across an organization. In addition to leaders in the facilities management department, a CMMS is also used by maintenance personnel and finance teams, among others. 

The great thing about today’s CMMS platforms is that they can be accessed by anyone within the organization who has the correct credentials. Many features are intuitive and easy to use, but platforms offer training for more detailed and complex tasks. 

• Facilities Managers: The primary users who oversee the maintenance and operation of physical locations, schedule work orders, and manage vendor relationships
• Maintenance Technicians: Field personnel who receive work assignments, document repairs, and update work order status
• Operations Leaders: Company executives who monitor operational performance, analyze maintenance costs, and make strategic decisions about resource allocation
• Finance Teams: Accounting personnel who process invoices, track maintenance expenses, and analyze cost trends
• Store and Location Managers: On-site personnel who submit maintenance requests, verify work completion, and provide feedback on service quality

CMMS platforms serve organizations across numerous industries. 

Industry	Partial List of CMMS Uses
Retail	Store maintenance, equipment upkeep, multi-location management for multi-site operations
Restaurants	Maintaining kitchen equipment, health compliance, energy efficiency
Grocery Stores	Refrigeration monitoring, food safety compliance, energy management
Convenience Stores	Full system maintenance, store repairs, equipment tracking
Manufacturing Facilities	Production equipment maintenance, safety compliance, downtime reduction
Healthcare Facilities	Medical equipment maintenance & facility operations
Schools, Universities, and Education Facilities	Campus maintenance, building management, safety inspections
Logistics Companies	Fleet maintenance, warehouse operations, distribution center management
Warehouses	Vehicle maintenance and preventive repairs

How does a modern CMMS improve daily operations?

It’s probably pretty obvious that cost savings are one of the biggest benefits of switching to a modern CMMS/facilities management software. That’s certainly what excites most finance teams and executive leaders. However, facilities managers get to reap even more benefits. Specifically, a CMMS dramatically improves daily operations for facilities leaders and their teams. 

Here are seven ways that facilities work gets easier thanks to CMMS software. 

1. Real-Time Visibility:  Modern platforms provide facilities team members with immediate insights into maintenance activities, allowing them to track work order status, monitor vendor performance, and identify bottlenecks as they occur. This visibility eliminates the need for constant phone calls, emails, and status meetings.
   
2. Workflow Automation: Intelligent automation reduces manual tasks and streamlines operations.

• Automatic work order generation based on predetermined triggers
• Smart dispatch systems that match qualified vendors to specific tasks
• Automated status alerts and notification systems
• Compliance checks that ensure vendors meet insurance requirements
• Automated invoice validation and processing

3. Data-Driven Decision Making: Access to comprehensive data transforms how maintenance decisions are made. For example, a data-driven analysis of repair costs can help you determine the best choice regarding repairing or replacing a piece of equipment. Data allows you to identify recurring issues and root causes, and you can effectively track costs across locations, vendors, and asset types.
    
4. Faster Response Times: Digital workflows and mobile access accelerate maintenance processes, including: 

• Immediate work order creation and assignment
• Real-time notifications to technicians
• Reduced dispatch times through automation
• Priority-based escalation for critical issues

5. Preventive Maintenance Optimization: Shifting from reactive to preventive maintenance produces tangible benefits. When you can reduce emergency repairs through scheduled maintenance, you effectively reduce the amount of time your team is operating in a crisis. Not only will you see lower overall maintenance costs, you’ll also have minimized operational disruptions that create headaches across the organization.
   
6. Enhanced Communication: Modern CMMS platforms improve information flow between stakeholders, and clear communication benefits everyone in the company. Your facilities management software should provide centralized communication between facilities teams, vendors, location staff, and other departments. Turn on multichannel notifications to improve communication response time rates. And when you communicate through your CMMS, you’ll be able to easily share documentation, photos, updates, and invoices.
   
7. Streamlined Vendor Management: Better provider relationships and performance tracking lead to improved first-time completion rates, more efficient scheduling, and better adherence to SLAs. 

What should you look for when choosing a CMMS platform?

At Fexa, we have watched as organizations that were struggling to stay on top of maintenance tasks have experienced a complete shift thanks to integrating a new CMMS.  

When it comes to evaluating CMMS platforms, you want to find the one that is best for your unique organization. After all, every org has its own needs, preferences, and budget demands. What works for you might not work for the next organization.  

Every company can benefit from leaving behind outdated or limited approaches to facility maintenance management, but it’s important to carefully examine and investigate what you’re moving to. 

Here are the most important platform specifications you should look out for. 

Flexibility and Configurability

Flexibility is probably the most important specification you need to pay attention to. If the CMMS you’re evaluating can be customized and adapted to your needs, how does that really help? A CMMS platform is only effective if it’s effective for you. 

Pay attention to your ability to:

• Customizable workflows that match the size and scope of your business
• Create custom fields and data structures
• Configure approval chains and authorization levels to your specific leadership structure 
• Adapt to changes in business requirements without requiring developer intervention 

User-Friendly Interface

When your CMMS is user-friendly, it’s far easier to get everyone on board with such a big change. No one likes the feeling of being frustrated and overwhelmed while learning new technology systems. Your CMMS’s interface should be intuitive, as well as supported by both asynchronous and live training options. 

Evaluate potential CMMS platforms for: 

• Intuitive navigation and clear visual design
• Minimal training requirements for basic functionality
• Consistent experience across web and mobile platforms
• Contextual help and guidance for users 

Mobile-First Design

It’s revolutionary to have a system that is fully accessible no matter where you and your technicians are located. Field accessibility via mobile apps should be high on your list of CMMS priorities. 

Specifically, you want to find: 

• Full functionality on mobile devices
• Offline capabilities for areas with poor connectivity
• Photo and document upload capabilities
• GPS integration for location verification (Work Order Management Guide)

Integration Capabilities

Just like information silos are a problem, so are technology silos. Your CMMS needs to be able to integrate effectively into your existing technology stack. This means having: 

• API access for data exchange with other systems
• Integration with accounting and ERP platforms
• Compatibility with IoT sensors and building management systems
• Data import/export capabilities 

Scalability

Growth-focused organizations must choose growth-supporting tools. That includes your facilities management software. Choose a CMMS that is truly scalable, so that when your company opens new facilities, merges with another company, or adds new elements to its operations, your CMMS adapts quickly and easily. 

This includes: 

• Support for multiple locations and organizational structures
• Performance reliability with high transaction volumes
• User role management for different access levels
• Enterprise-grade security features 

Reporting and Analytics

We’ve covered the ways that robust data capabilities support better decision-making. Specific CMMS features that provide data and analytics are: 

• Customizable dashboards and reports
• Real-time analytics and trend identification
• Export capabilities for further analysis
• Visual representation of complex data

Customer Support

What happens when you have a problem and need facilities management software support? The quality of continuous, meaningful support is critical to ongoing success. 

Make sure your CMMS has: 

• Dedicated customer success managers
• Training resources and knowledge base
• Responsive technical support
• Active development and regular updates 

Why is now the time to upgrade from a legacy CMMS to a flexible, modern solution?

Now is the time to upgrade, because your industry isn’t going to wait for you to catch up. Any competitors who are using a great CMMS are already benefiting from the financial and operational perks of excellent software. 

These are some more reasons why now is the best time to upgrade: 

1. Business models are shifting. Multi-location enterprises are under constant pressure to adapt to changing consumer habits. Your organization needs to be nimble and adaptable, and a strong CMMS supports those needs.
   
2. Today’s companies are operating with significant cost pressures, including tariff challenges and supply chain issues. Amid these challenges, organizations need to optimize their spending through better data, automation, and preventative maintenance. Legacy systems simply can’t sustain companies through these challenges.
   
3. Emerging technologies like IoT, AI, and machine learning are transforming facilities management. Legacy CMMS services often lack the architecture necessary to incorporate these innovations. You will likely need to upgrade if you want to take full advantage of these technological advances.
   
4. The workforce is changing. Modern workforces expect intuitive, mobile-friendly tools that match the technology experience they have in their personal lives.
   
5. Organizations increasingly require a seamless flow of data between departments, including maintenance, finance, operations, and other business systems. Upgrading to a new CMMS ensures that data flow happens without interruptions or hiccups. 

Legacy CMMS platforms typically suffer from critical limitations:

• Rigid workflows that can't adapt to unique business needs
• Limited mobile capabilities for field personnel
• Poor integration with other business systems
• Outdated user interfaces that hinder adoption
• Insufficient reporting and analytics features
• High costs for customization and changes 

Fexa Offers the Most Flexible CMMS on the Market 

Fexa stands apart from other CMMS solutions by combining true flexibility with powerful functionality that adapts to your unique operational needs. Unlike rigid legacy systems that force organizations to change their processes to fit the software, Fexa's configurable architecture enables businesses like yours to maintain their preferred workflows while gaining the efficiency benefits of automation. 

Our platform's intuitive interface requires minimal training, even as we offer advanced capabilities for experienced users. This creates a solution that works equally well for facilities teams of all sizes and sophistication levels. 

What makes Fexa uniquely flexible:

• No vendor access fees, saving organizations thousands in hidden costs compared to competitors 
• Customizable workflows that can be adjusted without developer intervention 
• Industry-leading integration with Trakref for refrigerant management compliance
• Advanced automation capabilities that reduce manual tasks by up to 30%
• Cloud-based infrastructure built on AWS for maximum reliability and security 
• Custom fields that can be added at any time without additional cost
• Independent ownership focused solely on facilities management excellence

Our reviews show us how flexible Fexa CMMS is

Case studies and reviews from companies like Crate & Barrel, 84 Lumber, Buckle, and Eyemart Express demonstrate dramatic improvements after switching to flexible, modern CMMS solutions:

• 11.4% reduction in maintenance spend per store
• Millions in annual R&M savings
• Significant reductions in work order processing time
• Enhanced communication across organizational teams
• Better vendor relationships and performance

In the words of customers who've made the switch:

"Fexa has streamlined how we work, making us much faster in how we manage information, data and processes than before." - Donnie Geyer, Director of Facilities and Maintenance, Bath & Body Works

"What I love about Fexa is that it saves us time... Going into purchase orders and invoicing, it cuts down the time way more than we were doing it with our old system and we are way more efficient because of that." - Brandon McGavitt, Repairs and Enhancements Coordinator, 84 Lumber 

The shift to modern, flexible CMMS solutions isn't just about addressing today's challenges—it's about building a foundation for future success in a constantly evolving facilities landscape.Ready to transform your maintenance operations with a flexible, modern CMMS solution? Request a demo from Fexa today and discover how our platform can help you reduce costs, improve efficiency, and stay ahead of industry changes.